Download 3. QBDocs User Manual - ICS Maldives Private Limited

QB Docs
Version 1.0
User Manual
QB Docs User Manual
1.
OVERVIEW ..................................................................................................................................... 3
1.1. DATA TRANSFER TO AND FROM QUICKBOOKS ...................................................................................... 3
2.
START QB DOCS............................................................................................................................. 4
3.
FILE MENU ...................................................................................................................................... 5
3.1.
3.2.
3.3.
3.4.
3.5.
4.
CREATE NEW COMPANY .................................................................................................................... 5
PREFERENCES...................................................................................................................................... 8
CURRENT COMPANY SYNCH ............................................................................................................... 9
TEMPLATES ........................................................................................................................................ 10
UTILITIES ............................................................................................................................................ 12
DOCS ........................................................................................................................................... 13
4.1.
A.
B.
C.
4.2.
5.
CHECK SCREEN ................................................................................................................................ 13
PRINT CHECK ................................................................................................................................... 14
PRINT BILL PAYMENT VOUCHER.......................................................................................................... 15
PRINT PAYMENT VOUCHER ................................................................................................................ 16
PAYMENT RECEIPT ............................................................................................................................. 17
HELP .............................................................................................................................................. 18
A)
B)
C)
QB DOCS USER MANUAL ................................................................................................................. 18
REGISTER .......................................................................................................................................... 18
ABOUT ............................................................................................................................................. 18
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
1. Overview
The Check printing feature of QuickBooks does not allow template customization like other
documents that are available in QuickBooks. Similar case is with the Receipts printing feature.
The purpose of QB Docs is to enhance this functionality. QB Docs works as an add-on to
QuickBooks.
QB Docs supports multiple company files. QB Docs always interacts with the QuickBooks
company file that is opened. However, in order for QB Docs to interact with any QuickBooks
company file it has to be first added to QB Docs Database.
Following are a list of the features of QB Docs:
1. Any number of Bank Accounts
2. Any number of QuickBooks Company Data file Supported
3. Checks & Bill Payment Checks are supported. Checks that are marked with “To be
Printed” are updated to QB Docs for printing.
4. Simultaneous multi user is enabled.
5. Payment Voucher Numbering with a Custom Prefix for each bank Account.
6. None check printing Accounts such as Cash in Hand & Petty Cash Accounts are
accommodated.
7. Design, attach and print different Check Templates to bank accounts.
8. Design, attach and print different Payment Voucher Templates to bank accounts.
9. Design, attach and print different Bill Payment Voucher Templates to bank accounts.
10. Design and print customer receipts.
11. All Vouchers can have separate voucher numbering for each bank account.
12. All Vouchers have a field to enter Prepared by, checked by, Approved by.
13. Option to enter Cash Payee in Checks. Sometimes the person who is paid the check
may want another person’s name printed on the Check so that the check can be
cashed over the counter at the bank. For instance if a payment is due to Mr. A, in
QuickBooks Payee Would be Mr. A. However, if Mr. A wants the check to be printed
in the name of Mr. B QB Docs gives that option without having to alter the Pay
information in QuickBooks.
1.1. Data Transfer to and from QuickBooks
Bulk of the data transfer occurs in the direction of QuickBooks to QB Docs. Below table
summarizes the direction of the data associated with the features.
Feature/Task
New Company Setup
Synch Current Company
Updating Checks
Confirming Printed Check
Updating Receipts
Direction of Data
QuickBooks to QB Docs
QuickBooks to QB Docs
QuickBooks to QB Docs. All Checks Marketed with “To be
Printed” are updated to QB Docs.
QB Docs to QuickBooks. “To be Printed” is not ticked & Check
Number writing to QuickBooks Data file.
QuickBooks to QB Docs. Depending on the settings on the QB
Docs Preferences receipts are updated to QB Docs.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
2. Start QB Docs
1. Use standard Microsoft Windows® procedures to launch QB Docs (from the Start
menu or Desktop). The QB Docs splash screen is displayed as necessary files are
loaded.
2. Once the required files are loaded the QB Docs Main Screen opens. There are three
main menus here. File, Docs & Help.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
3. File menu
3.1. Create New Company
1. From the file menu select “New Company Setup”. This will open up the New
Company Setup screen.
2. Pres “Create” button to proceed.
3. Before pressing the Create Button make sure QuickBooks is running and the required
QuickBooks data file is opened. If QuickBooks is Not opened an error message will be
displayed indication that.
4. If QuickBooks running and data file is opened then below screen will popup which
would allow QB Docs to be authenticated by the QuickBooks Company file that is
opened. It is important to note that for each QuickBooks company file this is the first
step in configuring QB Docs to be used with the QuickBooks file.
Important: You have to be logged into QuickBooks data file as Admin user in order to
authenticate QB Docs integration with the QuickBooks data file.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
Select the radio button “Ye, always; allow access even if QuickBooks is not running” and from
the “Login as:” menu select the user who will be assigned to interact with the QuickBooks file.
This could be the Admin or any other user who has the rights to communicate with the
QuickBooks. It is suggested that another user is created other than the Admin user and assign
the access rights to be used for this purpose.
5. Press Yes to complete the Authentication process and the below screen would open.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
6. Press “Done” to complete the final step of Authentication.
7. On successful completion of the Authentication process the above screen would
show with a message “New Company Created Successfully!”
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
3.2. Preferences
Previous & Next Button is used to
move
from
one
company
Preferences to the other. These
Preferences need to be setup in
order to use QB Docs with any
Company file. Save & Close &
Close button are used to save
and close the form. Delete Button
is used to delete the current
company Preferences. The text
box
at
the
top-right-corner
indicates how many companies
and the current company that is
selected for editing.
Assigning a Prefix &
Serial Number to a
document
(payment
Vouchers & Receipts) is
specific to each Bank.
For
any
reason
if
numbering is needed to
be manually reset it can
be changed under the
column “Last PV No.” for
Payment Vouchers and
“Last RV No.” column for
Receipts. If this is done
Reset No column would
be ticked.
Company Name &
Path
are
populated
automatically
at
the time of “New
Company Setup”.
These are saved
for the purpose of
Transfers from one
company to the
other
and
identification
of
the company.
By
default
receipts are
set to read
those
that
are created
on
the
current date.
To read a
previous
date
that
date need to
be selected
here.
There are some type of Bank
Accounts
that
are
used
in
QuickBooks that are not actually
bank accounts such as “Cash in
Hand” & “Petty Cash”. Checks for
such accounts are not required to
be printed and unless “Not needed”
is selected as the template for these
Bank Accounts here, in Checks
screen system will not allow printing
the Payment Voucher for these
accounts. The system will require a
template to be assigned & a Check
printed before allowing printing of a
Payment Voucher.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
Prepared, Checked
& Approved are
used with Payment
Vouchers.
Received is used by
Receipts
from
Customers. Entries
here
would
be
automatically
populated to the
documents when
updating
from
Quick Books.
This drop down menus will
contain the templates that
are in the template list.
There are some templates
which comes with QB Docs
while
any
design
of
templates
can
be
designed using a system
generated template as
the basis. At present there
are Check, Bill Payment
Voucher,
Payment
Voucher & Receipt as
template types supported
by QB Docs.
Important: Document Numbering is automated in QBDocs. When Checks are read it will always
check the last number from the Preferences and based on that document numbers will be
assigned. If any Check remains not printed from previous read the numbering would be
adjusted accordingly. If at any point numbering need to be reset it can be done at the
Preferences and from that point forward numbering would be based on the manual reset
number.
Receipts are read in a similar fashion. However, since there are no marks to identify if the receipt
is printed or not like the “to be printed” mark in checks all receipts would be read for the
selected date.
3.3.
Current Company Synch
1. Current Company Synch process is needed when a new Bank Account is created or
when you make a change to the Bank Accounts in the QuickBooks file. You simple
have to open the required Company file in QuickBooks and select “Current
Company Synch” from the File menu of QB Docs.
2. Press “Sync” Button from the below screen
3. Once synchronization is completed the below screen.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
3.4.
Templates
At present QB Docs Supports the following Document Types:
Document Name/Template
Bill Payment Voucher
Check
Payment Voucher
Receipts
Purpose
Used to print Checks that are used to pay Bills.
Used to Print all types of Checks.
Used to print Checks that are used to make purchases or
pay for services without receiving a bill against it.
Used to print Receipts issued to Customers against Invoices.
1. The below Template list can be access from selecting Template List from the File
Menu.
2. There are three options in Template List.



Copy Selected Template – If you need to create a new template for any
of the documents a new template need to be copied from an existing
template and then the new template can be edited.
Edit Selected Template – The selected template can be edited in QB Docs
Designer
Delete Selected Template – Only user created templates can be deleted.
ICS Templates cannot be deleted.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
3. When you select “Edit Selected Template” a powerful document designer will open.
A screen shot is shown below. It is basically drag and drop. However, in order to get
familiar with the Designer, you would be required to play with the features.
Note: ICS Demo Videos would soon be available on how to use the QB Docs Designer.
Please keep looking into http://www.ics.com.mv/QB Docs
4. When you select “Delete Selected Template” user created templates can be
deleted. ICS created templates cannot be deleted.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
3.5.
Utilities
1. At present only Utility that is available is Rebuild Data. This is a very simple process
which will correct any issues with the Data file. It is a good practice to run this tool
from time to time if you feel that QB Docs performance slows down.
2. When you select Rebuild Data from the File Menu as shown above, below form will
appear.
3. Press Rebuild to continue the Rebuild process and if it goes successfully below screen
will be shown. Process OK to continue using QB Docs.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
4. Docs
This is the main functionality menu of QB Docs. Here you have Check, Payment Receipt &
Transfers. Transfer functionality is targeted to a future version. Transfer is used to transfer funds
from one company file to the other company without having to enter data in each
company file.
The check option lets you
print Checks and Payment
Vouchers associated with Bill
Payment Checks and
normal Checks.
4.1.
Payment Receipt
helps you update
receipts into the QB
Docs.
Check Screen
“Previous” and “Next” button can be used
to move back and forward to view the
checks that had been last read from
QuickBooks. “Print Check” button is used
to print Checks and “Print Vouchers”
button is used to print Bill Payment
Vouchers and normal Payment Vouchers.
“Read” button is used to read Checks that
are marked as “to be printed”. “Close”
button is used to close the form.
These fields are an exact match to all the fields that are
present on the Check screen of QuickBooks except for
Voucher No. and Voucher Date. Voucher No. field is
populated automatically based on the Document
Number settings of Preferences screen.
Prepared, Checked & Approved
fields can be pre
Cash Check Payee – field is
used to enter the name to be
printed on the check. This
could be the person who goes
to the bank to withdraw the
cash.
Prepared – field is used to enter
the name of the person who
prepared the document.
Checked – field is used to enter
the person who checked the
document.
Approved – field is used to
enter the name of the person
who approve the document.
Prepared, Checked &
Approved fields can be pre
Cash Check Payee – field is used to enter the name to
be printed on the check. This could be the person who
goes to the bank to withdraw the cash.
Prepared – field is used to enter the name of the person
who prepared the document.
Checked – field is used to enter the person who
checked the document.
Approved – field is used to enter the name of the
person who approve the document.
Prepared, Checked & Approved fields can be pre
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
Cash Check Payee – field is used to enter the
name to be printed on the check. This could
be the person who goes to the bank to
withdraw the cash.
Prepared – field is used to enter the name of
the person who prepared the document.
Checked – field is used to enter the person
who checked the document.
Approved – field is used to enter the name of
the person who approve the document.
Prepared, Checked & Approved fields can be
pre
a. Print Check
1. To print a Check press “Print Check” button. The below screen will open if the
following conditions are met.
a. If a template is selected in the Preference for the Bank Account of the check.
b. The Check is not printed once before. If the check is printed the mark “Check
to be printed” would be un-ticked.
c. If “Not Needed” is selected as the template a message would pop up to
indicate Check printing is not needed for the selected Bank.
2. Once you have printed it successfully, press close and the following screen would
pop up to confirm if the check was printed properly.
3. If the Check was printed correctly enter the Check Number and press “Yes”. If the
check was not printed properly press “No”. The following table details the effects of
the option the user choose.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
Action
Result
Pressed “Yes” Button
The correctly printed Check No. need to be entered before
you could press “Yes” button. This process will updated the
Check Number on the QuickBooks Check and mark it as
printed (or the tick mark on the “to be printed” filed of the
Check would be removed) and the Memo Field of the
Check would be updated with the Voucher Number of
QBDocs. This way User would be later able to cross
reference the Payment Voucher.
The process will be cancelled without any change.
Pressed “No” Button
b. Print Bill Payment Voucher
QBDocs will automatically pick the assigned template in the Preferences if it is a Bill
Payment Voucher. The difference between a Bill Payment Voucher & a Normal Voucher
is that Bill Payment Vouchers are associated with making a payment against a Bill while
Normal Payment Vouchers are associated with Cash Purchases.
1. Press “Print Voucher” to access the below screen.
2. Once you have printed Voucher successfully, press close and the following screen
would pop up to confirm if the check was printed properly.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
3. If Voucher was printed correctly press “Yes”. If the check was not printed properly
press “No”. The following table details the effects of the option the user choose.
c. Print Payment Voucher
1. Press “Print Voucher” to access the below screen.
2. Once you have printed Voucher successfully, press close and the following screen
would pop up to confirm if the check was printed properly.
3. If Voucher was printed correctly press “Yes”. If the check was not printed properly
press “No”. The following table details the effects of the option the user choose.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
4.2.
Payment Receipt
QBDocs also has the capability of printing payment receipt which is very simple and easy to
understand. You can receive a payment in Quick Books and update it to the QBDocs and
simply print the Payment Receipt. When creating a payment receipt in Quick Books you will
have to set the default deposit account as a bank account. The “Undeposited Funds”
Account will not work with QBDocs. You can set to allow selecting a Bank Account by setting
the Payment Preference in QuickBooks.
1. To access the Payment Receipt select “Payment Receipts” from the Docs menu.
2. Press Print Receipt to Proceed.
3. When Close is pressed a Print Confirmation Box will open. If Yes is selected then the
Receipt Number will be updated to the Memo field of the QuickBooks Payment
Receipt transaction.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives
5. Help
QBDocs Help menu consists of three options QBDocs User Manual, Register and About.
a) QB Docs User Manual
This document is the QBDocs User Manual & it can be accessed from the menu item
shown below.
b) Register
This process is covered in the Document name “QBDocs Setup & Licensing Guide.pdf”
You can get this document from www.ics.com.mv/qbdocs
c) About
About Screen shows information related to QBDocs Development Team and License
Information.
Copyright 2010 ICS Maldives Private Limited, Male, Maldives